Purpose

The purpose of this document is to define the conversion approach to create Operative Project Definition in S/4 HANA.

In SAP PS, the project definition acts as a framework that provides a binding structure for organizational element of a project, such as Work Breakdown Structures. It serves as the top-level element for creating a project, defining default values for company code, plant, and responsible persons, and is essential for structuring, planning, and controlling all aspects of a project, from initiation to closure.

Conversion Scope

The scope of this document covers the approach for converting active Project Definition from Legacy Source Systems into S/4HANA following the Master Data Design Standard- Project Definition.

As per SyWay design, there are two ways to create an Operative Project definition based on the scenarios,

Scenario 1: PS Project definition with WBS element hierarchy (Level 1 & 2) can be automatically created from the approved PPM item once stage-gate 1 is approved. This process involves mapping the PPM item type to a                  a predefined PS template project (created as per CVN-1019 Template Projects) with the Decision Flow Management settings in the SAP system. 

A project definition is automatically created for the specified PPM item types, using the corresponding project profile and applicable project coding mask. The conversion approach is dealt is defined  with in CNV-1022 Portfolio Item.

All project definition (new project profile ZPS0001, ZPS0002) relevant to PPM item type linking will be created from PPM items and is excluded from this conversion scope.

Scenario 2:  A project definition created manually independent of the PPM item, with the data being sourced using a DCT (Data Collection Template).

Conversion scope includes all projects that belong to Scenario 2, except statistical expense project. Statistical projects (with project profile ZPS0003 - Statistical Expense) are created as needed in S/4 Hana

Below project profiles are configured to allow the creation of a project definition directly in the Project System, without requiring integration with a Portfolio and Project Management (PPM) item. 

All project definition (new project profile ZPS0001, ZPS0002) relevant to PPM item type linking will be created from PPM items and is excluded from this conversion scope.

Scenario 2:  A project definition created manually independent of the PPM item, with the data being sourced using a DCT (Data Collection Template).

These projects are:

• Statistical Expense Projects: Used for tracking non-capital costs. These are statistical project without Budget, created by GBS and no PPM item is required.
• Intercompany Recharges: Used for Inter company service recharge cost allocations. These are operational projects have billing WBS element without Budget, created by GBS and no PPM item is required.
• Provisional Expense: Used for expense provision. These are operational projects without Budget, created by GBS and no PPM item is required.

Conversion scope includes all projects that belong to Scenario 2.

The conversion will ensure all projects are aligned to the defined project coding mask and relevant Organizational Units as designed for the target S/4HANA landscape.

Below project profiles are configured to allow the creation of a project definition directly in the Project System, without requiring integration with a Portfolio and Project Management (PPM) item. 

 Scope include:

• Extracting existing active Project Definition from SAP ECC systems WP2 and PF2.
• Extracting existing active Internal order having status Created / Release from SAP ECC systems WP2 and PF2.
• Applying transformation and cleansing logic via Syniti to conform with the S/4HANA data model.
• Loading the transformed Project definition into SAP S/4HANA while ensuring data integrity, correct assignment to project profile as per the project scenarios.

The data from legacy system includes:

All the projects below will be migrated from legacy source systems (PF2 and WP2) into S/4HANA –

1. Open Projects from in scope company codes
2. Closed Project from in scope company codes with postings in migration relevant financial year (currently migration relevant is 2028).  The postings technically does not occur directly against the project definition but against objects within the project therefore, postings against a WBS element is used as a proxy for determination of postings against the project.

Active internal order with status created / Release.

The data from legacy system excludes:

1. Where the mapped  project profile is ZPS0001 or ZPS0002 linked to PPM item type.

Logic:

1. Proj elements not in closed status

Table PROJ

Key in field "Company Code" in scope.

Field project profile not in excluded project profile.

Result: Object numbers of WBS that are in company codes in scope.

Table JEST:

Field "Object number" = Key in the object numbers of WBS (from Step A)

Field "Status Inactive" = blank

Then filter object number that do not have status I0046 (Closed)

These Project Profile need to be migrated dependent on project profile mapping.

    2. Closed Project that have WBS element with cost in current year must also be migrated.

Logic:

Table PROJ

Field "Company Code" in scope.

Field project profile in scope project profile.

Result: Object numbers of WBS that are in company codes in scope.

Table JEST:

Field "Object number" = Key in the object numbers of Project 

Field "Status Inactive" = blank

Then filter object number that has status I0046 (Closed).

Result closed projects.

Table PRPS

Field PSPHI For closed projects numbers

Result WBS numbers for 

Table RPSCO:

Field "Object number" = Key in the object numbers of WBS

Field "Fiscal Year" = Current year

Field "Value Type" = 4

Result = Object numbers that have cost in current year.

These WBS needs to be migrated.

In addition to the migration of existing Project definitions from ECC there are also some internal orders in ECC which will be migrated to WBS elements in S4 Hana.  As the project definition is a requirement for the creation of WBS elements, project definitions which does not exist in ECC will be required, these Project definitions will be defined in a DCT.

Source Approx No. of Records

No. of Records

Additional Information

Multi-language Requirement

Project Definition description will be made available in English. Multi language is supported. Based on the user's login language, the project definition's description in that language will be displayed on the screen 

Document Management

Not Applicable

Legal Requirement

Not Applicable

Special Requirements

Not Applicable

The conversion will ensure all projects are aligned to the defined project coding mask and relevant Organizational Units as designed for the target S/4 Hana landscape. 

List of source systems and approximate number of records

Additional Information

Multi-language Requirement

Project definition, should be maintained in if available:

  - English (EN)
 - French (FR)
 - Italian (IT)
 - Chinese (ZN)

Document Management

Not Applicable

Legal Requirement

Not Applicable

Special Requirements

Not Applicable

Target Design

The technical design of the target for this conversion approach.

Target Design

The technical design of the target for this conversion approach.

Data Cleansing

ID	Criticality	Error Message/Report Description	Rule	Output	Source System
1024-001	C1	Active project in current year	Active projects in needs to be reflected in SAP S/4	Active projects	WP2/PF2
1024-002	C2	Closed project that have cost in current year
1024-003	C3	Old projects with no actuals / commitment	If the old projects do not have any actual (and/or) commitments in the past year, set the project to status CLSD (CJ20N)	Old project set to closed	WP2/PF2
1024-004	C4	Project with AUC that created <= 2017 there's no movement in FY2023 - FY2024 and haven't been capitalized for long period	- Review AUC asset that there's no movement (changes) for the year 2023-2024 - Review Project with WBS that linked to the asset. If there's no further cost expected, TECO WBS - Run settlement to capitalized AUC(CJ88)	Only genuine Project WBS with AUC is outstanding and no AUC not capitalized for closed/TECO Capex Project WBS	WP2/PF2

Conversion Process

The high-level process is represented by the diagram below:

Image Removed

Data Privacy and Sensitivity

Extraction

Extract data from a source into Syniti Migrate.
. There are 2 possibilities:

1. The data exists. Syniti Migrate connects to the source and loads the data into Syniti Migrate. There are 3 methods:
   1. Perform full data extraction from relevant tables in the source system(s).
   2. Perform extraction through the application layer.
   3. Only if Syniti Migrate; cannot connect to the source, data is loaded to the repository from the provided source system extract/report.
2. The data does not exist (or cannot be converted from its current state).  The data is manually collected by the business directly in Syniti Migrate. This is to be conducted using DCT (Data Collection Template) in Syniti Migrate

The agreed Relevancy criteria is applied to the extracted records to identify the records that are applicable for the Target loads

Extraction Run Sheet

1

Confirm scope and extraction approach for each ECC source systems WP2, PF2 (direct DB or manual extract)

Data Team (I2M), Data Team (Syniti)

2

Establish and validate Syniti connectivity to both ECC source systems

Technical / Basis Team, Data Team (Syniti)

3

Perform full data extraction from relevant SAP PROJ from both source systems WP2, PF2

Data Team (Syniti)

4

Extract Project Definition via the application layer for additional validations for Manual Data Collection using DCTs

Data Team (I2M)

5

Apply agreed Relevancy Criteria to filter only applicable Project records for S/4HANA

Data Team (I2M), Data Team (Syniti)

6

In case of restricted access or connectivity issues, receive pre-extracted reports/files from source system team and upload to Syniti Migrate manually

Data Team (I2M), Data Team (Syniti)

7

Perform data quality checks on extracted records (e.g., missing fields, invalid dates, incorrect formats)

Data Team (I2M), Data Team (Syniti)

8

Review and approve extracted data sample sets from each source system before transformation begins

Business / Functional Team

list of internal order from AUFK, order category =select 01 with status = CRTD, REL, or Investment profile not blank (exclude status = CLSD), get OBJNR from AUFK, pass in COBRB, check for account assignment cat = WBS, CTR, ORD, GL. get list of all such internal order.

Conversion Process

The high-level process is represented by the diagram below:

Image Added

Data Privacy and Sensitivity

Extraction

The data is manually collected by the business directly in Syniti Migrate. This is to be conducted using DCT (Data Collection Template) in Syniti Migrate

The agreed Relevancy criteria is applied to the extracted records to identify the records that are applicable for the Target loads

Extraction Run Sheet

Selection Screen

Data Collection Template (DCT)

Target Ready Data Collection Template will be created for Project Definitions data with exception of some fields which require transformation as mentioned in the transformation rule.

DCT applicable to project created manually, with project profile, PROJ-PROFL

 -  Recharge Cost Collectors - Expense Project - Project profile ZPS0004
-  Provision Cost collectors - Expense Projects - Project Profile ZPS0005

In conjunction with DCT business user will be provided with Person Responsible / Applicant list for reference.

Extraction Dependencies

Transformation

Prepare target-ready data in the structure and format that is required for loading via prescribed Load Tool. This step also produces the load data ready for business to perform Pre-load Data Validation

Transformation Run Sheet

Transformation Rules

List of Custom Target Reports for this object is maintained here: Conversion Specification - Custom Reports Register.

The standard upload template to be used for Project Definition (Project Details template) upload in S/4 Hana.

Standard Upload template

Transformation Mapping

Transformation Dependencies

Pre-Load Validation

Project Team

Completeness

Accuracy

Business

Completeness

Accuracy

Load

The load process includes:

1. Execute the automated data load into target system using load tool or product the load file if the load must be done manually
2. Once the data is loaded to the target system, it will be extracted and prepared for Post Load Data Validation

Load Run Sheet

Load Phase and Dependencies

Configuration

Conversion Objects

Error Handling

Post-Load Validation

Project Team

Completeness

Accuracy

Business

Completeness

Accuracy

Selection Screen

Data Collection Template (DCT)

Project Definition DCT Rules

This field determines the behavior of the stock for Project. The Field will be automatically determined from Project Profile. Once set it cannot be changed.

No Project Stock will be used

This field automatically inherits the PPM Item Type from the associated PPM Item. It remains blank when the PS project is created manually for Project Profiles ZPS0003, ZPS0004 & ZPS0005

Blank.

Extraction Dependencies

1

Ensure DCT is collected for Project Definition

Data Team

2

Perform preliminary completeness check

Data Team

3

Raise issues as defects if Req # 1 to 2 are not met

Data Team

4

Repeat Req # 1 to 3 if required

Data Team

Transformation

The Target fields are mapped to the applicable Legacy field that will be its source, this is a 3-way activity involving the Business, Functional team and Data team. This identifies the transformation activity required to allow to make the data Target ready:

1. Perform value mapping and data transformation rules.
   1. Legacy values are mapped to the to-be values (this could include a default value)
   2. Values are transformed according to the rules defined in
2. Prepare target-ready data in the structure and format that is required for loading via prescribed Load Tool. This step also produces the load data ready for business to perform Pre-load Data Validation

Transformation Run Sheet

1

Obtain DCT Sign-off from Business

Data Team

2

Execute and Load and perform Transformation 

Data Team

3

Monitor the transformation progress and ensure performance and completion is within allowed timeframe

Data team

4

Review and Validate Error and Preload Reports

Data Team

5

Generate data load count.

Data team

6

Generate Load Files

Data Team

7

Transformation Rules

Transformation Mapping

Transformation Dependencies

Pre-Load Validation

Project Team

Completeness

Accuracy

Business

Completeness

Accuracy

Load

The load process includes:

1. Execute the automated data load into target system using load tool or product the load file if the load must be done manually
2. Once the data is loaded to the target system, it will be extracted and prepared for Post Load Data Validation

Load Run Sheet

Load Phase and Dependencies

Configuration

Conversion Objects

Error Handling

Post-Load Validation

Project Team

Completeness

Accuracy

Business

Completeness

Accuracy

Key Assumptions

• Master Data Standard is up to date as on the date of documenting this conversion approach and data load.
• Project Definition is in scope based on data design and any exception requested by business.
• The DCT should validate the project coding mask numbering as per the SAP instance config.
• Validation / substitution might required to switched off at the time of load

See also

Change log